Payments

Payments let you settle invoices manually or automatically.

You can record payments in several ways. Invoices can be processed directly through an external payment provider (Stripe), paid by Swiss QR bill (Swiss or Liechtenstein bank accounts only), or recorded manually.

From the admin panel, you'll find all recorded payments under Payments > All payments. The list shows the booking date, amount, invoice, customer and source of each payment, for example the bank statement it was imported from. Use the Search and Date range filters to narrow down the list. Click the ellipsis icon > Export to download the payments as a CSV file.

In this article

• Process online payments (Stripe)
• Import Swiss QR bill payments (camt.053 / camt.054)
• Record payments manually
• Remove payments

Process online payments (Stripe)

Online payments are processed directly through Stripe and imported into keinaufwand automatically. Currently, customers can pay online when they register for paid events. After a successful payment, the invoice is marked as paid automatically.

Online payments can't be removed or refunded in keinaufwand. A refund you make directly in Stripe isn't shown in keinaufwand.

To set up online payments, see Set Up a Stripe Account.

Import Swiss QR bill payments (camt.053 / camt.054)

Invoices paid with the QR code of a Swiss QR bill can be reconciled in keinaufwand using the invoice reference number.

To do this, download the bank statement files (camt.053 / camt.054) from your bank and import them into keinaufwand. You'll usually find them in your online banking under transactions or account statements. If payments with matching references are found, you can reconcile them with your invoices in keinaufwand. Follow these steps:

1. From the admin panel, go to Payments > All payments
2. Click the Import bank statement button
3. Select the bank statement file (camt.053 / camt.054)
4. Click Upload bank statement
5. If matching payments are found, a preview of the payments to be imported is shown.
6. Click Import to complete the import and create the payments

When importing:

• Only one statement or notification is read per file. Any additional statements in the same file are ignored.
• Only incoming payments with a reference are considered. A payment is matched to an invoice when both the reference and the currency match.
• Payments that were already imported are marked as Imported in the preview and aren't recorded twice. This means you can safely import overlapping statements.
• The amount actually transferred is recorded. If it's less than the invoice amount, the invoice stays open with the remaining amount.
• If a customer pays a voided invoice, the preview marks it Voided. If the payment covers the amount, the invoice becomes paid; otherwise it stays voided. If the invoice was voided for a corrected one, check that one so the customer isn't sent reminders for it.
• If the file contains no incoming payments with a reference, a message says the bank statement contains no usable transactions. If no payment matches an invoice, the preview stays empty.

Important If your bank converted a payment into another currency (for example a EUR invoice paid into a CHF account), it isn't matched during the import. Record such payments manually.

If a bank statement file can't be read, send it to us at kontakt@keinaufwand.com. Banks sometimes structure their camt files differently.

Record payments manually

If payments were made in cash, without a reference number or in another currency than the invoice (converted by your bank), you can also record them manually:

1. From the admin panel, go to Payments > Invoices
2. Click the invoice
3. Click Record payment
4. Adjust the Booking date and Amount. Today's date and the remaining amount are filled in.
5. Click Record payment

If the payment matches or exceeds the invoice total, the invoice is marked as paid. For a partial payment, the invoice stays open with the remaining amount. You can record further payments or still mark the invoice as paid, see Invoices.

You can record payments for unpaid, past due and partially paid invoices, but not for drafts, voided invoices or invoices paid online.

Remove payments

If you recorded a payment incorrectly or matched it to the wrong invoice, you can remove it:

1. From the admin panel, go to Payments > All payments or open the invoice
2. Open the Actions of the payment
3. Click Remove payment and confirm

The invoice status is then recalculated. You can remove payments that were recorded manually or imported from bank statements.